Exit Process Leaving Employment with the City (PER-13 Rev.2)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT:Human Resources POLICY NUMBER:PER-13
SUBJECT:Exit Process:Leaving
Em lo ment with the Cit
SUPERSEDES:PER-13 Rev.1
REVISION:
APPROVED BY:
2 EFFECTIVE DATE:03/17/23
Terrence Moore,City Manager
PURPOSE
This policy establishes a uniform exit process for all employees to ensure that City property is protected
and returned,to provide appropriate information to the departing employee,and to gain valuable feedback
on the work environment.
PROCEDURE
A.Retirement or Resignation
1.Upon notification of an employee's intention to resign or retire,the Department will forward a copy
of the letter or email to Human Resources.Human Resources will email the Exit Process Form and
Exit Questionnaire to the employee and their division administrative assistant and set a date for
their exit interview.If an employee does not have City email,Human Resources will communicate
with the administrative assistant.If the employee has a City Purchasing Card,the Department will
notify the Finance Department to cancel the card immediately.
2.The Department also open an IT Help Desk Ticket for computer access termination effective on the
employee's last day.On the last day of employment,the IT Department shall proceed with the
deactivation and or deletion of the employee's user profile from the City's systems while preserving
public records.Human Resources will notify Building Maintenance to cancel all key card access as
of the last day of work.
B.Termination
1.When an employee is being terminated,or where the Department Head believes the integrity of the
City's system data or network files may be at risk after a resignation,the Department Head or
Human Resources Director shall contact the IT Department immediately to deactivate the
employee's computer access.The Department will also notify Finance to cancel the employee's
Purchasing Card immediately.Human Resources Director will notify Building Maintenance to
immediately cancel all key card and key fob access.
C.The Exit Process Form will guide the employee through the steps necessary to leave City
employment.Initials are required at each level as the employee moves through the process.
1.The departing employee's department will complete their portion of the Exit Process Form which
includes documenting the return of all City-issued equipment and the need to reimburse the City
for recent training,according to Administrative Policy GA-39,Employee Development and
Exit Process:Leaving Employment with the City
PER-13 Rev.2
Page 2 of 2
Training.Police and Fire-Rescue Departments should use their existing Issue and Return
Forms and attach a copy to the Exit Process Form.
2.The employee will then contact Finance to meet with the Pension Administrator and the Payroll
Administrator to receive information about pension and supplemental retirement plans.
3.The employee will schedule a meeting with the Benefits Manager to review health and life
insurance options.
4.The final meeting is with a Human Resources representative who will conduct the exit interview
no later than the end of or immediately following the employee's final day of employment,using
the Exit Questionnaire.Also,in accordance with Administrative Policy GA-39 Employee
Development and Training,Human Resources will note on the Exit Process Form any tuition
reimbursement money that is due.If tuition reimbursement money is due,Human Resources
will make arrangements with the employee for repayment and notify the Payroll Administrator
of the arrangements.
5.The Exit Questionnaire form will be reviewed by the Human Resources Director and shared
with the employee's Department Head.The original will be placed in the employee's personnel
file,along with the completed Exit Process Form.